Overview

This article explains how district users can create the next school year in SchoolCash Catalog before the catalog rollover date. Creating the next school year early allows your district to begin preparing back-to-school items and building next-year fees in advance, without rolling the SchoolCash Catalog to the new year. The next school year can be created days, weeks, or months before the rollover date.


This EARLY PREPARATION TASK is for districts that want schools to start working in the next school year catalog before the catalog rollover takes place.


To learn more about the detailed catalog rollover process, review the Series Hub on Catalog Rollover in the Support Hub.



Before you begin


  • This task can only be completed by users who have Administrative Board-level access.
  • The SchoolCash Catalog rollover is an independent process. It does NOT affect the SchoolFunds Online accounting rollover.
  • This is an optional EARLY PREPARATION TASK for districts that want schools to start working in the next school year catalog before the catalog rollover takes place. To learn more about the detailed catalog rollover process, review the Series Hub on Catalog Rollover in the Support Hub.
  • Creating the next school year does NOT make it the default catalog year. The system will continue to default to the current school year until the SchoolCash Catalog rollover has been completed.


Steps

Review what this setup does

  • Complete this task when your district wants to create the next school year in advance in SchoolCash Catalog so schools can begin creating next-year items.
  • This task sets up the next school year catalog only. It does not roll the catalog to the new year. The catalog rollover is based on the rollover date set in School Cash Catalog Maintenance.
  • Once the next school year is created, schools can create next-year items and fees while still creating current-year items and fees.
  • If you want to attach students to Next Year Items, review the Manage Attachments and work with Pre-registration files article.

Create the next school year catalog

  1. From the Main Menu, select School Store > Catalog > Admin > School Cash Catalog Maintenance.
  2. Review the Current Year Catalog Rollover Date. In most cases, the default date has been set to 07/31/20YY. This is the date the system will begin to look for your new school year’s student information.
  3. Review the Next Year Catalog Rollover Date. This date is auto-populated to match the previous year’s rollover month and day, but it can be changed to match the date you want the system to automatically roll the SchoolCash Catalog to the new year moving forward.
    1. Note that this process creates the next school year for EACH school assigned to the user performing this task. Check User Maintenance to review the schools and bank accounts assigned to the user profile.
    2. If you change the rollover date, only change the month and day, if applicable.
    3. Changing this date will automatically update the Current Year Catalog Rollover Date, which will continue to populate this date going forward.
    4. Do NOT change the year.
  4. Select Create New School Year to create the next school year in SchoolCash Catalog.
    • Do NOT select Create New School Year more than once.
    • If the next school year had already been created, a yellow warning message will appear:
      • Important! The new school year had already been created
      • The system will automatically create a new school year for all schools assigned to the user performing this task.
  5. To verify that the new school year has been created, return to the Main Menu, select School Store > Catalog, and review the School Year drop-down. Multiple years, including Next School Year, will be displayed.
  6. When schools are ready to build items, open Catalog, review the School Year drop-down, and select the next school year to work in.

Outcome

The next school year has been created in SchoolCash Catalog. Your district can now begin preparing next-year items and back-to-school fees in advance, while the current school year remains the default until the SchoolCash Catalog rollover occurs.


Note that districts do not have to open the new catalog school year if they do not want to. The catalog will automatically roll over based on the rollover date. You can find more information in the Catalog Rollover Hub Series Guide.


To learn more about the detailed catalog rollover process closer to the rollover date, review the Series Hub on Catalog Rollover in the Support Hub.


Troubleshooting

  • The next school year is not the default year - This is expected. The system will continue to default to the current school year until the SchoolCash Catalog rollover has been completed.
  • The warning says the new school year had already been created - Review the School Year drop-down in Catalog to confirm that Next School Year is already available.
  • Two next school years appear in the School Year drop-down - Contact your District Administrator or submit a ticket to KEV to have one of them removed.